From c479093408d1e71eefbbab1113320cbb1b91039c Mon Sep 17 00:00:00 2001 From: "Justin W. Flory" Date: Sat, 24 Mar 2018 15:36:05 -0400 Subject: [PATCH] Improve club fairs page to be more detailed and accurate This commit specifically addresses the following: * Follow style guide for Sphinx-based docs * Add section specifically on club fair for incoming students * Change requirements on staffing * Two eboard members required * Suggestions for ways to prep for staffing booth * Rework preparation and setup section: * Registering / preparing for fair * Add packing list * Detail day-of setup * Add note about retrospectives in post-fair follow-up --- docs/events/club-fairs.rst | 123 ++++++++++++++++++++++++++++++------- 1 file changed, 101 insertions(+), 22 deletions(-) diff --git a/docs/events/club-fairs.rst b/docs/events/club-fairs.rst index bef9944..207b429 100644 --- a/docs/events/club-fairs.rst +++ b/docs/events/club-fairs.rst @@ -1,36 +1,115 @@ -Club Fairs -========== +########## +Club fairs +########## -RIT has a number of club fairs throughout the year that RITlug can attend in order to attract more members. -Attending (or not) is at the discretion of the active Eboard. +RIT hosts several club fairs throughout the year. +Since RITlug is a recognized student organization, RITlug can attend to attract new members. +Event attendance is optional, but must be organized by the eboard. + +*************************** +Incoming students club fair +*************************** + +Three to four club fairs are held around the year. +However, the club fair held for incoming students at the beginning of fall semester is the largest. +This is the best way to attract interest from incoming freshmen or transfer students. +This is an important event for RITlug to participate in. + +The incoming students club fair is usually held the weekend before the first day of classes. +This falls towards the end of the week for freshman orientation. +Participating members should plan an arrival to Rochester in time for the fair. + +To attend, clubs must fill out a registration form sent by the RIT clubs office towards the end of spring semester. +The content of the form varies, but usually requests the following information: + +- Name / information about club + +- Number of participants at table (for chairs) + +- Whether power is needed + +The form is not complex, but must be filled out on time. +Typically, the deadline is in the middle of summer. +Watch for communication by the RIT clubs office towards the end of spring semester for more information. + + +******** Staffing --------- +******** -The RITlug table must be staffed by at least one Eboard member. -Eboard can offer staffing the table as a club involvement opportunity and any number of members can visit or stand with RITlug. +Two eboard members are required to staff a table at a club fair. +Three members are recommended, to better handle questions and take breaks. +Additionally, general members can participate at the table as an involvement opportunity. +Any number of members may participate, depending on the size of the fair. Anyone staffing the table should be prepared to speak to people. +It is a good idea to think about the "elevator pitch" for the club before the fair. +This can include what RITlug focuses on, what we do in our meetings, and any active projects in the club. + +********************* +Preparation and setup +********************* + +Register for fair +================= + +Follow these steps to register and prepare for the club fair first: + +#. Register for club fair (watch for RIT clubs office newsletters to register) + +#. Request chairs and access to power + +#. Create sign-up form on Google Drive to collect email addresses of anyone interested (include name, email, year, interest areas) + +Packing list +============ + +Prepare for the club fair by assembling these items: + +- Tablecloth (x1) + +- Printed RITlug banner (x1) + +- Laptops (x2) + +- Monitors (x2) + +- USB keyboard (x1) + +- USB mouse (x1) + +- Printed brochures / handouts + +- Any projects to display + +Day-of setup +============ + +On the day of the club fair, follow these steps: + +#. Spread out tablecloth across table + +#. Hang RITlug banner across table + +#. Set up monitors and connect them to laptops -Setup ------ +#. Display club website on one monitor, Google Drive form on other -- Sign up for the club fair using the relevant form on TheLink. + - Keyboard and mouse should be attached to laptop with Google Drive form -- Request extra chairs and access to power if needed. -- Put up the RITlug table banner if it is available. - Otherwise, try to have some signage on hand so the table is clearly branded as being a RITlug presence. +******************* +Post-fair follow-up +******************* -- Create a signup sheet on Google Forms to collect the email addresses of anyone interested in getting involved. - Email should suffice, but name and email can be a good idea (new students may sign up with their personal email). +- Write personal email to new addresses to introduce them to club, website, how to get involved (as a one-time message) -After the Fair --------------- +- Add email addresses from Google Drive form to Google Groups mailing list (see :doc:`../tasks/announcements`) -- Invite anyone who signed up with their RIT email to join RITlug on TheLink. - TheLink offers this functionality on the Roster under the Invite button. +Be careful about sending too many emails. +Too many emails may have the inverse effect. -- Email anyone who signed up with their personal email and suggest they join TheLink or the public mailing list for email updates. - You can also refer them to the get-involved page on the website, or equivalent. - Don't annoy them by emailing them repeatedly. +Additionally, the RITlug eboard should hold a retrospective in the next eboard meeting to evaluate how it went. +This Runbook page should be a part of the discussion. +Be sure to update anything on this page based on how a club fair went or improvements for next time.